Enter a Receipt of Goods

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Use this procedure to enter the quantity of goods received and apply the information against outstanding purchase orders. You can also record information for goods received that do not have a corresponding purchase order.

If an invoice is received with the merchandise, you can use Receipt of Goods Entry to enter the invoice information. If the invoice is received after the receipt of goods is entered, you must enter the invoice information using Receipt of Invoice Entry. For more information, see Receipt of Invoice Entry.

To enter a receipt of goods

  1. Select Purchase Order Main menu > Receipt of Goods Entry.

  2. In the Receipt No. field, enter a number to identify this receipt. For more information, see Receipt of Goods Entry - Fields.

  3. On the Header tab, enter the information about the receipt, such as the invoice number and date. If there is a purchase order for the received items, enter the purchase order number.

    1. Click the Apply Purchase Orders button.

      The Apply Purchase Orders to Receipt window displays the purchase orders that can be applied. Orders appear only if the values in the fields listed below match the previously selected order:

      • Terms code
      • Sales tax schedule for purchase order
      • Sales tax schedule for purchase address
      • Shipping code (entered in Ship Via field)

    2. Select an order. For more information, see Apply Purchase Orders to Invoice/Receipt - Fields.

    3. Select the Receive Complete check box to automatically enter the quantity ordered in the Received field in Receipt of Goods Entry for all of the lines. You can change the quantity if needed.

    4. Select additional orders as needed, and then click OK.

      Note After you click OK, you can reopen the window to view the selected orders or to select additional orders. However, you cannot clear existing selections. If you need to remove an order after clicking OK, you must cancel and recreate the receipt of goods record.

  4. Click the Address tab, and verify the purchase and ship-to addresses.

  5. Click the Lines tab. If you entered a purchase order number, but didn't open the Apply Purchase Orders to Receipt window, a message asks if you want to receive the complete order.

    1. Click Yes if all or most of the items on the purchase order are being received. The total ordered quantity for each item is recorded automatically in the Received field. Any exceptions (for example, items not included or partially received) can be changed manually.

    2. Click No if most of the items on the purchase order have not been received. The total quantity ordered for each item is not recorded in the Received field, and you must enter all received quantities manually.

  6. Enter the information for the received goods, such as the item code, general ledger account to post the receipt to, quantity ordered, and unit cost.

    Note To record the receipt of an asset item, prepend an asterisk (*) to the item code (for example, *CHAIR-1001, where CHAIR-1001 is the item code) in the Item Code field and select an asset account in the G/L Account field.  

  7. Click the Totals tab, and enter the freight and prepayment amounts.

  8. Click Tax Detail to enter any tax information for the receipt, and then click OK. For more information, see Tax Detail (Purchases) - Fields.

  9. Click Landed Cost. In the Landed Cost Entry window, enter any applicable landed cost types.

    If multiple purchase orders are applied to the receipt, the landed cost from all orders is totaled and allocated to each line item.

    For more information, see Landed Cost Entry - Fields .

  10. In the Receipt of Goods Entry window, click Accept.

The receipt of goods is entered and is ready to be processed.